Transcript Slide 1

Grass Cut Guidelines
Introduction
Objectives
In this module you will learn about:
• Lawn Service Guidelines
• Reporting Lawn & Lot Size
• Bidding Expectations
• Reporting Damages
• Photo Documentation
• Time Frame Compliance
• Cut all grass to two inches maximum in height
• Rake and remove all clippings from the property including sidewalks, driveways, lawns,
etc.
• Trim weeds from the fence lines, foundation of the home, driveways, and flower beds
without damaging the existing plants
• Do not submit a bid to provide any of the services above, complete as part of the grass
cut work order
Document the lot and lawn size on all grass cut work orders. Use a measuring wheel and
websites such as the county auditor's website or Zillow to get exact measurements of the lot.
Subtract the size of the house from the lot size to get the lawn area.
Refer to specific client guidelines to find the allowable for height of grass and size of lot that
can be cut. For instance, some clients have a 12” allowable, meaning the grass would be cut if it
is 12” or under, and bid if over 12”. Or, some clients ask that if a lot is over 1 acre, the first acre is
cut and the rest is bid (Or it may ask to complete a full cut on the entire lot and you will be paid
additional monies). Refer to client specific guidelines or call your processor for clarification.
• Lot size is calculated by the total square
footage of the property including all dwelling
structures and driveways
• Lawn area is calculated by subtracting the size
of the dwelling structures from the lot size.
For example:
-The Lot Size is 200x200’ = 40,000sqft
-The House Structure is 50x30’ = 1,500sqft
-The Lawn Area Size is 40,000 – 1,500 =
38,500sqft
Always be sure to report the height of the grass before cutting it. If this information is
not provided, the client may not pay for the work completed. This is why it is so
important to always include ALL requested information the FIRST time.
*The below list is common lot conditions and their definitions. If you go to a property
and it does not have “normal” grass, document the condition using one of these terms.
Lot Condition
Definition
No Grass
When grass is not present but gravel, mulch, pavement, etc is present.
Snow
When snowfall is covering lawn.
Maintained by HOA, COA, etc.
When grass is being maintained by HOA, COA, etc.
Cannot be Determined
When parcel of land is undefined.
Dormant Grass
When a property’s lawn is brown or dead and
does not need a grass cut.
Desert Landscaping
When desert like conditions exist.
Saturated Lawn
When grass is flooded with water.
Debris Obstruction
When debris prevents the grass cut from being completed.
Cut by Unknown
When a single-time cut was completed by unknown.
Submit bids to perform grass cuts under the following circumstances:
• Height of grass exceeds client allowable
• Lot size exceeds client allowable (if there is no allowable to cut a perimeter, etc.)
• Measurement discrepancies exist between the current and previously reported lot
size affecting the pricing allowable
• The work order specifically requests to bid to perform work instead of completing
the assignment
Include the following information on all bids:
• Property lot size
• Property lawn area size
• Grass height
• Bid for initial cut
• Bid to re-cut
• Provide substantial photo
documentation supporting the bid,
lawn size, and height of grass.
It is so important to READ EACH WORK
ORDER. Some grass cuts require entering
the interior of the property to take photos
documenting the condition and bidding on
all issues/damages. However, if the grass
cut does not require entry inside the home,
exterior damages need to be documented
as well.
Submit a damage report every time you
come across any damages at a property.
Photo Guidelines
• Provide sufficient photos for each damage reported
Lack of proper photo documentation is one of the main reasons for receiving follow-ups.
Provide photo documentation to support the height of grass,
lot size, lawn area size, and completion of work.
Provide full, wide-angled photos taken from the same angle of the front, back, and sides
of the house. Photos should clearly show the grass has been cut. It is recommended to use
a grass cut checklist. Please refer to the “Forms & Docs” in PPW for a grass cut checklist.
Upload a minimum of 12 photos with each grass cut completion.
Address Photo
• 1 photo of the house address
Street Sign Photo
• 1 photo of the street sign
Before Photos and After Photos: 4 photos capturing the lawn on each side of the
property before the grass cut and after the grass cut (total of 8 photos)
• 1 photo of the front yard
• 1 photo of the back yard
• 1 photo of the right side yard
• 1 photo of the left side yard
Action Photos: 2 photos capturing the lawn being mowed
• 2 action photos
Properties over a ¼ acre may need more than 12 photos to properly document the size
of the lawn and to support the cost of the grass cut.
If no work is completed, provide detailed notes as well as sufficient photos to support the
lot condition being reported.
Bid photos cannot be used as “before” photos when completing grass cut bid approvals.
When a grass cut is not needed due to limited
growth, provide photos documenting that the grass
height is less than 2 inches.
If an abundance of exterior debris obstructs the
grass cut, provide photos demonstrating the
location, quantity, and extent of the debris.
Complete grass cut assignments by the due date specified on each work order.
If there is any reason why the grass cannot be completed by the due date, call the
Orders Department IMMEDIATELY to alert them of the delay. Rain is a common
reason as to why grass cuts cannot be completed by the due date.
Failure to communicate may result in the order being reassigned. The Vendor who
failed to completed the grass cut on time or communicate any delays may be issued a
chargeback. ALWAYS alert Universal immediately of any delays with work orders.
Universal has a zero-tolerance policy for grass cuts that are cancelled by the client due
to lateness. Any Vendor who has a grass cut order reassigned due to lateness will be
held responsible for any violations that may occur as a result.
During this module you learned about:
• Lawn Service Guidelines
• Reporting Lawn & Lot Size
• Bidding Expectations
• Reporting Damages
• Photo Documentation
• Time Frame Compliance